Finance and Procurement Assistant

1 week ago

Toronto, Canada Ontario Securities Commission Full time

**Finance and Procurement Assistant**
**Information Technology**
**Permanent Full-Time**
**File #23-39**

The **Ontario Securities Commission (OSC)** is the statutory body responsible for regulating Ontario’s capital markets in accordance with the mandate established in the provincial Securities Act and the Commodity Futures Act. The mandate of the OSC is to provide protection to investors from unfair, improper or fraudulent practices, to foster fair, efficient and competitive capital markets and confidence in the capital markets, to foster capital formation, and to contribute to the stability of the financial system and the reduction of systemic risk. This mandate is performed through policy, operational, adjudication and enforcement work. The OSC also contributes to national and global securities regulation development.

***We offer an inclusive, diverse, fair, and flexible work environment and take pride in our challenging and rewarding work.**

The **Information **Technology Branch** supports the full spectrum of OSC employees' information needs, ensuring that the organization can effectively regulate Ontario's capital market. Specifically, Information Technology is responsible for system development and support services. Branch staff partner with managers and directors to develop solutions that both streamline operations and consolidate efforts to best effect across all points of information technology.

Reporting to the Manager, IT Client Support, the **Finance and Procurement Assistant** is responsible for coordinating the administration of Information Services’ expenditures, procurements, contract and asset management activities and providing associated administrative financial and budget management support.

**Key Duties and Responsibilities**
- Provides assistance in the planning, tracking and execution of Information Services procurement activities, determining appropriate procurement methods, ensuring procurement policies and guidelines are adhered to, obtaining quotes, preparing appropriate paperwork and following up with the OSC’s Procurement Officer to ensure procurement details are provided and procurement activities are completed.
- Validates procurement requests to ensure items are budgeted and properly authorized, initiating document reviews, identifying issues and areas for concern, and ensuring procurement processes are initiated and completed.
- Provides support on larger procurement projects, obtaining quotes, ensuring RFP/RFI documentation and processes are completed, gathering background details and information and preparing supporting cover letters to accompany approval processes.
- Maintains current contact information for vendors, service providers and support channels.
- Coordinates contract and software and service agreement management activities, ensuring appropriate paperwork and approvals are in place, reviewing documents and monitoring adherence to terms and conditions, monitoring contract/agreement renewals, expiry dates and budgets, highlighting areas of concern/possible issues, coordinating agreement extensions/renewals and maintaining contract invoice summaries.
- Coordinates licensing agreement preparation, liaising with OSC’s General Counsel to ensure documents are reviewed and identified issues are addressed, monitoring changes in agreements and ensuring amendments are integrated into documents, liaising between vendor and legal representatives to resolve discrepancies/issues, and ensuring documents are signed off.
- Provides support in the management of OSC assets, maintaining IT department purchase tracking lists, maintaining hardware inventory database updates, monitoring assignment, relocation and disposal of equipment and ensuring inventory repository information is current and accurate.
- Provides IS department budget management and billing support, validating and ensuring accurate and appropriate coding of information, liaising with vendors/Finance department to address issues and correct information, and preparing expense and billings status reports.
- Monitors department expenditures against budget, identifying variances and discrepancies and gathering historical and background data to support budget forecasts and projections.
- Tracks billing invoices, validating invoices against contract/agreement terms, updating information into tracking system, identifying discrepancies and following up with vendors/OSC’s Finance department to address outstanding items, preparing invoice/billing summaries, status reports and quarterly accrual reports, and ensuring invoice payments are processed.

***Grow your career and make a difference working at the OSC.**

**We thank all applicants for their interest in the Ontario Securities Commission. We will contact those selected for an interview.**

The OSC is committed to diversity and providing an inclusive workplace and providing accommodation in accordance with the Accessibility for Ontarians with Disabilities Act

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